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AGENDA ITEM REVIEW FORM |
6.A.
Regular City Council Meeting
- Meeting Date:
- 01/11/2023
- Department Head:
- Jose L. Cisneros
- Submitted By:
- Jose L. Cisneros, Acting Assistant Director to Parks & Recreation, Parks & Recreation Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any an all matters regarding the re-plastering of the Municipal Pool. (Jose Luis Cisneros, Assistant Director of Parks and Recreation).
SUMMARY:
For the past couple of years, the San Luis Municipal Pool has been in high demand for end-of-the-year school pool parties, swimming lessons, resident pool parties, and open pool hours for the community. With all the years of service to our Community, the Municipal Pool is in dire need for a re-decking and re-plastering service due to wear and tear and growth of black algae. The pool deck has had damages caused by water that overflows due to the gutter systems being placed so near to the surface. This caused moisture to occur and for the deck to begin to crack, chip and flake. The growth of black algae has caused great damage by breaking up the plaster and consuming it, as it seeps deep within the plaster. The algae growth is caused an imbalance of chemicals caused by constant use.
Staff has reached out to various vendors within Yuma County to request a quote for the re-plastering of the Municipal Pool. The vendors who have been contacted are Splash 2 Pools & Spa LLC, Milan Pools & Spas, Conrad’s Pool and Spas Inc, Green Valley Pool Service & Repair and Artesian Pools & Spas. Out of the five vendors that have been contacted, Splash 2 Pools & Spa LLC, Milan’s Pool & Spa & Conrad’s Pool and Spas came to the Municipal Pool to take measurements so a quote could be processed. The only vendors who provided a quote for the re-plastering services is Milan’s Pools and Conrad’s Pools & Spa. Staff contacted Splash Pools twice to follow up on the quotes, and as of today, January 11, 2023, no quotes have been received.
Staff also reached out to the same vendors regarding getting quotes from re-decking of the pool. Milan Pools & Spa and Gomez Pools & Spas came out to get measurements of the pool. Out of the two vendors, as of today January 11, 2023, only Milan Pools & Spas provided a quote. This quote includes the re-decking and re-plastering services for the Municipal Pool.
Milan’s Pools and Spas L.L.C provided a quote in which he offers two types of finish for the re-plastering. The first finish option would be a standard plaster with two (2) coats of white marble plaster for the amount of $65,000. The second finish option would be a quartz paster with two (2) coats of crunched rocks and white cement for the amount of $90,000. When asked about these two finishes, the vendor advised that the second finish is recommended since the material will last longer and is more resilient. Conrad’s Pool & Spa provided a quote for two types of finish for the re-plastering as well. The first option would be pebble stonescape for the amount of $85,600. The second option would be white marble plaster for the amount of $65,600. The amounts are lower than the amounts for Milan Pool & Spas, however, the materials are not the same due to each vendor handling different materials.
Milan Pool & Spas provided a joint quote for the re-plastering of the pool with quartz paster with (2) coats of crunched rocks & white cement as well as re-decking services. The total of the quote provided is $225,145.12. Staff was advised to request a new pool lift chair along with the anchor lift to replace the existing pool lift chair that has not been working properly.
The San Luis City Code ("SLCC:), Purchasing Chapter § 3.05.010 (D) states that whenever any contemplated purchase, except for professional services as defined in SLCC § 3.05.080, is for the sum of $45,000 or more, the purchasing agent shall cause to be published in two issues of a newspaper of general circulation, notice inviting sealed bids or requests for proposals, which notice shall be published at least five days before the date set for the receipt of the bids or proposals. Also, SLCC § 3.05.030 states that the purchasing agent and all parties contracting with the city, except those parties contracting for professional services as defined in SLCC § 3.05.080, shall follow the procedure set forth in this section in relation to all bids or requests for proposals required under SLCC § 3.05.010 or as may be required by state law. Staff would like to ask City Council to waive the formal procurement process under San Luis City Code 3.05.030.
Staff believes the presented quote includes what is necessary for the urgent re-decking and re-plastering of the Municipal Pool. Waiving formal bidding procedures allowed under SLCC § 3.05.10(H) is justified. First, because the vendor has been on site and is aware of the need for the re-decking and re-plastering of the pool. He has provided staff with a tentative schedule. Second, with the nationwide supply chain issues, staff would like to prevent delays in the project. Third, from all vendors for whom we have requested quotes, Milan’s Pool’s and Spas has provided a complete quote in a timely manner and remained available for staff questions and concerns. For these reasons, staff would like to present City Council with the attached quote. Staff believes that following the bidding process would delay the completion of the re-plastering and re-decking, not taking into consideration other issues that may arise, which could greatly affect the upcoming summer pool season.
Staff has reached out to various vendors within Yuma County to request a quote for the re-plastering of the Municipal Pool. The vendors who have been contacted are Splash 2 Pools & Spa LLC, Milan Pools & Spas, Conrad’s Pool and Spas Inc, Green Valley Pool Service & Repair and Artesian Pools & Spas. Out of the five vendors that have been contacted, Splash 2 Pools & Spa LLC, Milan’s Pool & Spa & Conrad’s Pool and Spas came to the Municipal Pool to take measurements so a quote could be processed. The only vendors who provided a quote for the re-plastering services is Milan’s Pools and Conrad’s Pools & Spa. Staff contacted Splash Pools twice to follow up on the quotes, and as of today, January 11, 2023, no quotes have been received.
Staff also reached out to the same vendors regarding getting quotes from re-decking of the pool. Milan Pools & Spa and Gomez Pools & Spas came out to get measurements of the pool. Out of the two vendors, as of today January 11, 2023, only Milan Pools & Spas provided a quote. This quote includes the re-decking and re-plastering services for the Municipal Pool.
Milan’s Pools and Spas L.L.C provided a quote in which he offers two types of finish for the re-plastering. The first finish option would be a standard plaster with two (2) coats of white marble plaster for the amount of $65,000. The second finish option would be a quartz paster with two (2) coats of crunched rocks and white cement for the amount of $90,000. When asked about these two finishes, the vendor advised that the second finish is recommended since the material will last longer and is more resilient. Conrad’s Pool & Spa provided a quote for two types of finish for the re-plastering as well. The first option would be pebble stonescape for the amount of $85,600. The second option would be white marble plaster for the amount of $65,600. The amounts are lower than the amounts for Milan Pool & Spas, however, the materials are not the same due to each vendor handling different materials.
Milan Pool & Spas provided a joint quote for the re-plastering of the pool with quartz paster with (2) coats of crunched rocks & white cement as well as re-decking services. The total of the quote provided is $225,145.12. Staff was advised to request a new pool lift chair along with the anchor lift to replace the existing pool lift chair that has not been working properly.
The San Luis City Code ("SLCC:), Purchasing Chapter § 3.05.010 (D) states that whenever any contemplated purchase, except for professional services as defined in SLCC § 3.05.080, is for the sum of $45,000 or more, the purchasing agent shall cause to be published in two issues of a newspaper of general circulation, notice inviting sealed bids or requests for proposals, which notice shall be published at least five days before the date set for the receipt of the bids or proposals. Also, SLCC § 3.05.030 states that the purchasing agent and all parties contracting with the city, except those parties contracting for professional services as defined in SLCC § 3.05.080, shall follow the procedure set forth in this section in relation to all bids or requests for proposals required under SLCC § 3.05.010 or as may be required by state law. Staff would like to ask City Council to waive the formal procurement process under San Luis City Code 3.05.030.
Staff believes the presented quote includes what is necessary for the urgent re-decking and re-plastering of the Municipal Pool. Waiving formal bidding procedures allowed under SLCC § 3.05.10(H) is justified. First, because the vendor has been on site and is aware of the need for the re-decking and re-plastering of the pool. He has provided staff with a tentative schedule. Second, with the nationwide supply chain issues, staff would like to prevent delays in the project. Third, from all vendors for whom we have requested quotes, Milan’s Pool’s and Spas has provided a complete quote in a timely manner and remained available for staff questions and concerns. For these reasons, staff would like to present City Council with the attached quote. Staff believes that following the bidding process would delay the completion of the re-plastering and re-decking, not taking into consideration other issues that may arise, which could greatly affect the upcoming summer pool season.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE RE-DECKING AND RE-FURBISHING OF THE MUNICIPAL POOL BY MILAN POOLS AND SPAS, LLC TO NOT EXCEED $255,370, WAIVE FORMAL BIDDING PROCEDURES FOR THE REASONS PRESENTED, AND APPROVE THE BUDGET TRANSFER AS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- Up to $90,000
- BUDGETED AMOUNT:
- NO
- AVAILABLE AMOUNT TO TRANSFER:
- YES
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Capital Outlay CIP 100-999-90015 $ 453,622
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
This project was not budgeted for this fiscal year, however, we have budget availability of funds to complete this project from the construction of the fleet shop. We budgeted more than what we will be incurring for the construction of the fleet shop this year. We are asking authorization to council to do budget transfer from account 100-999-90015 Capital Outlay to account 100-999-89000 Non-capital projects in the amount of up to $90,000 to complete this urgent pool repair.